Reporting to the General Manager of Sites.
Job Summary:
The Project Finance Administrator is responsible for managing the financial administration and reporting of multiple projects (approximately 40) across the country. This role ensures accurate collection, verification, and processing of operational and financial data required for payment certification, invoicing, and project cost control. The incumbent plays a critical role in maintaining financial integrity, supporting cash flow, and improving administrative processes.
Key Performance Indicators (KPIs):
Accuracy and timeliness of payment certificates and invoicing. 
Reduction in outstanding debtor days. 
Compliance with financial and administrative procedures. • Efficiency in resolving discrepancies and reconciling accounts.
Contribution to process improvements and cost controls.
Key Responsibilities:
Project Financial Administration:
Collect, consolidate, and verify financial and operational data from multiple project sites nationwide.
Compile and prepare monthly payment certificates in line with contractual and company requirements. 
Ensure all supporting documentation is accurate and complete before submission, including:
o Equipment registers
o Personnel lists (including roles and titles)
o Timesheets and log sheets
o Off-site testing approvals
o Interdepartmental transfers
o Escalation claims 
Coordinate with on-site teams to obtain approval of payment certificates.
Generate and issue client invoices based on approved payment certificates.
Timesheet and Claims Verification:
Review and validate timesheets to ensure:
o Accuracy of hours worked
o Correct calculation of overtime (hours claimed vs. hours paid)
Verify kilometer (km) claims for legitimacy and accuracy.
Calculate and confirm applicable claimable rates in accordance with company policies and contracts.
Procurement & Purchase Orders:
Create and manage purchase orders in line with project and company requirements.
Ensure proper allocation of costs to relevant projects.
Accommodation & Utility Cost Management:
Maintain records of personnel accommodation across projects. 
Reconcile accommodation listings against supplier invoices and payments.
Review utility invoices related to accommodation and operations. 
Verify petty cash expenses related to utilities and ensure appropriate documentation and approvals.
Debtors & Cash Flow Management:
Monitor and review accounts receivable (age analysis). 
Identify overdue accounts and follow up with clients. 
Communicate professionally with clients to secure outstanding payments and maintain positive relationships.
Quotations & Client Support:
Generate and process quotations for external clients using Pastel accounting software. 
Ensure pricing is aligned with company policies and project costing structures.
Process Improvement & Reporting:
Identify inefficiencies or risks within existing administrative and financial processes. 
Proactively recommend and implement improvements to enhance accuracy, efficiency, and compliance. 
Support management with reporting, analysis, and decision-making insights.